Bylaws

 

 

Shoshone County Amateur Radio Society

Constitution and By-Laws

 

081315

 

 Constitution……………………………………………………………………………………………. 3

   ARTICLE I—Name of this Organization…………………………………………………… 3

     Section 1.       Official Name…………………………………………………………………. 3

     Section 2.       Legal Status and Authority……………………………………………… 3

   ARTICLE II—Principal Office and Fiscal year…………………………………………… 3

     Section 1.       Office of the Corporation………..………………………………………. 3

     Section 2.       Fiscal Year……………………………………………………………………. 3

   ARTICLE III—Objectives and Purpose………………………………………………………. 3

     Section 1.       Purpose of Organization…………………………………………………. 3

     Section 2.       Non Profit Status…………………………………………………………… 3

     Section 3.       Corporate Powers…………………………………………………………… 3

   ARTICLE IV—Membership………………………………………………………………………. 4

     Section 1.       Classes of Membership……………………………………………………. 4

     Section 2.       Non-Discrimination………………………………………………………… 4

     Section 3.       Membership Application Form…………………………………………. 4

     Section 4.       No Geographical Limitation for Members…………………………   4

     Section 5.       Termination of Membership……………………………………………   4

   ARTICLE V—Officers…………………………………………………………………………….   5

     Section 1.        Officer Titles…………………………………………………………………. 5

     Section 2.        Election Procedure…………………………………………………………. 5

     Section 3.        Procedure for Nomination of Officers……………………………….. 5

     Section 4.        Balloting Procedure……………………………………………………….. 5

     Section 5.        Recall of Offices…………………………………………………………….. 6

    Section 6.        Office Vacancies…………………………………………………………….. 6

   ARTICLE VI—Duties of the Officers…………………………………………………………   6

     Section 1.        Responsibility and Accountability……………………………………. 6

     Section 2.        Duties of the President……………………………………………………. 6

     Section 3.        Duties of the Vice President…………………………………………….   6

     Section 4.        Duties of the Executive Director………………………………………   7

     Section 5.        Duties of the Treasurer…………………………………………………..  7

     Section 6.        Duties of the Secretary…………………………………………………..  7

     Section 7.        Additional Duties of Officers- Transition………………………… .  7

   ARTICLE VII –Board of Directors………………………………………………………………. 7

     Section 1.        Composition of the Board of Directors…………………………………7

     Section 2.        Responsibilities of Directors………………………………………………7

     Section 3.        Board Meetings………………………………………………………………..8

     Section 4.        Board of Directors Quorum………………………………………………..8

   ARTICLE VIII—Banking and Accounting……………………………………………………..8

     Section 1.        Deposit of Funds………………………………………………………………8

     Section 2.        Withdrawal of Funds and Check Signatures………………………..8

     Section 3.        Conditions of Disbursement……………………………………………….8

     Section 4.        Surplus Funds………………………………………………………………….8

     Section 5.        Safety Deposit Box Rules……………………………………………………8

     Section 6.        Financial Status Reports……………………………………………………8

   ARTICLE IX—Dues…………………………………………………………………………………….9

     Section 1.        Membership Dues and Proration of Dues………………………………9

     Section 2.        Delinquency in Dues…………………………………………………………..9

   ARTICLE X—Policies of this Club…………………………………………………………………9

     Section 1.        Labor Questions or Disputes………………………………………………..9

     Section 2.        Affiliation with Others……………………………………………………….9

     Section 3.        Non-Discrimination Policy…………………………………………………..9

     Section 4.        Non-Solicitation Policy………………………………………………………9

     Section 5.        Alcohol and Drug Free policy……………………………………………..10

     Section 6.        Use of Club Station License………………………………………………..10

   ARTICLE XI—Repeal of Constitution; By-Laws Amendments…………………………..10

     Section 1.        Repeal of Constitution……………………………………………………….10

     Section 2.        Requirement for By-Laws Amendments…………………………………10

   ARTICLE XII—Dissolution of the Society………………………………………………………10

   ARTICLE XIII—Miscellaneous……………………………………………………………………..10

     Section 1.        Grievances of Members; Termination of Membership……………..10

     Section 2.        Club Documents Available for Inspection……………………………..11

     Section 3.        No indebtedness without Prior Approval………………………………11

   ARTICLE XIV—Meetings……………………………………………………………………………..11

     Section 1.        General Membership Meetings…………….………………………………11

     Section 2.        Special Meeting………………………………………………………………..11

     Section 3.        Board of Directors Meeting…………………………………………………11

   ARTICLE XV—Trustee of SCARS Club Station License……………………………………11

     Section 1.        Office, eligibility, term of office………………………………………….11

     Section 2.        Duties and Responsibilities………………………………………………..12

   ARTICLE XVI—Conduct of Business……………………………………………………………..12

     Section 1.        Governance of Meetings……………………………………………………..12

     Section 2.        Order of Business………………………………………………………………12

SHOSHONE COUNTY AMATEUR RADIO SOCIETY—BY-LAWS……………………………….13

   ARTICLE I—Club Activities, Organization, Use of Club Call Sign…………………….13

     Section 1.        Club Activities…………………………………………………………………..13

     Section 2.        How Club Activities are Organized……………………………………….13

     Section 3.        Use of Club Call Sign………………………………………………………….13

   ARTICLE II—Financial Matters……………………………………………………………………13

     Section 1.        Dues- How Set……………………………………………………………………13

     Section 2.        Dues- Second Year Incentive DELETED………………………………….14

     Section 3.        Inventory of Club Assets……………………………………………………..14

     Section 4.        Insurance Guidelines; Risk Management Review……………………14

  ARTICLE III—Customary Meeting dates…………………………………………………………14

  ARTICLE IV—Club Post Office Box; who hold the keys…………………………………….14

  ARTICLE V—Club Library…………………………………………………………………………….14

  ARTICLE VI—Waiver of Liability…………………………………………………………………..15

  ARTICLE VII—Delivery of Club Newsletters…………………………………………………….15

  ARTICLE VIII—Club Repeaters……………………………………………………………………..15

  ARTICLE IX—Club Internet Site……………………………………………………………………15

  ARTICLE X—Display of Constitution and By-Laws………………………………………….15

  ARTICLE XI—Definition of Terms…………………………………………………………………16

 

 Constitution

Of the

August 14, 2015

 

ARTICLE I– Name of this Organization

Section 1.  Official Name

The name of this organization is the Shoshone County Amateur Radio Society, Inc.

Section 2.  Legal Status and Authority

The SHOSHONE COUNTY AMATEUR RADIO SOCIETY, INC., hereafter referred to as SCARS, or the Club, having first been incorporated under the statutes of the State of Idaho on Feb 25, 2016, is a nonprofit mutual benefit corporation organized under the Nonprofit Mutual Benefit Corporation Law and is to be governed by the applicable provisions of Idaho and IRS Regulations for nonprofit corporations.

S.C.A.R.S. recognizes ARES® is a program of the American Radio Relay League — our club will abide by the Rules and Regulations of the ARRL’s Field Organization as they may be amended from time to time, and by ARRL policies, rules, and guidelines contained in ARRL publications.

 

ARTICLE II– Principal Office and Fiscal Year

Section 1.  Office of the Corporation

a.The principal office location for this Corporation shall be in or near the City of KELLOGG, IDAHO, SHOSHONE COUNTY.

b. The office location may be changed by majority vote of the Board of Directors.

 Section 2.  Fiscal Year

a.The fiscal year shall be the same as the calendar year.

 ARTICLE III– Objectives and Purpose

Section 1.  Purpose of Organization

The purpose of the organization shall be to promote interest in Amateur Radio communications, to advance the radio art, to foster education in the field of electronic communications, and to share knowledge and information about the Amateur Radio Service with the general public, the club may engage in specific Activities and Events as outlined in Article I, section 1 of the By-Laws.

Section  2.   Non Profit Status

The Club is organized exclusively for charitable and educational purposes as defined within the meaning of section 501 (c) (3) of the Internal Revenue Code.

Section  3.  Corporate Powers

This Club shall possess Corporate Powers as stated in the Articles of Incorporation.

 

ARTICLE IV- Membership

Section 1.  Classes of Membership

a.Charter Members in SCARS are those members who were organizers of SCARS. Charter members shall have the same privileges as Full members.

b. Full Members in SCARS shall be persons who are interested in the promotion of Amateur Radio, holding a Federal Communication Commission (FCC) License in the Amateur Radio Service. Full members are entitled to one vote at all General Membership meetings, and to hold office.

c. Life Membership is available to Full members who have held membership in SCARS for at least one year and are in good standing. Life membership is attained by payment of ten times the current annual dues. Life Members are entitled to all the privileges of a Full member.

d. Youth Members in SCARS may be granted to those individuals who are under the age of 18 and meet the requirements of full membership. Youth members are entitled to all the privileges of Full membership except that they cannot hold a position designated as a Club Officer.

e. Associate Members in SCARS shall be person who are interested in the Club and Amateur Radio Service, but have not yet obtained an Amateur Radio license. Associate members automatically become Full members upon receipt of a FCC License in the Amateur Radio Service. Dues and operating privileges are identical to Full membership with the exception of voting and holding an elected office.

f.Family Membership in SCARS is available to any member of a household in which at least one other person is a Charter, Life, Full, or Associate member. Each Family member holding a valid FCC license in the Amateur Radio Service is entitled to all of the privileges of a Full member.

 

Section  2.  Non-Discrimination

The SCARS will not discriminate against any member or prospective member, in accordance with Article X, Section 3 of this document.

Section  3.   Membership Application Form

An individual desiring membership in SCARS shall complete a membership application and forward with the proper dues amount to the Treasurer. Alternately, membership application may be submitted via U.S. Mail, to the address listed in the By-Laws.

Section  4.   No Geographical Limitation for Members

There shall be no geographical limitation as to eligibility for Club membership.

Section  5.   Termination of Membership

Membership in SCARS may be terminated by the Board of Directors acting on the behalf of the General Membership Terminations shall be made pursuant to Article XIII, Miscellaneous; Section 1b.

ARTICLE V—Officers

Section  1.  Officer Titles

The elected officers of SCARS are as follows: President, Vice President, Executive Director, Secretary, and Treasurer.

Section  2.   Election Process and Officer Qualifications

a.Officers of SCARS are elected each year by the December General Membership. Results will be decided by acclamation or a simple majority of the Voting members present.

b.Each officer shall hold office for two years or until a successor is duly elected and installed. No officer shall serve more than two consecutive years in an office.

c.Nominees running for office shall be Full members in good standing, US citizens and have expressed their willing to serve the organization. SCARS officers shall take office on January 1st.

d.No two officers can be from the same household family.

Section  3.   Procedure for Nomination of Officers

a.A Nominating Committee shall be appointed before October of each year so that a slate of candidates may be presented to the membership at the November meeting. The nomination committee must consist of Full members and are selected as follows:

               1.The current SCARS President shall appoint one (1) Full member.

               2.The Board of Directors shall jointly choose and appoint one (1) Full member.

              3.SCARS members at large shall select/endorse one (1) Full member.

b.The Duties of the Nomination Committee are as follows:        

              1.To elect a chairman from its members.

              2.To select at least one qualified candidate for each SCARS elective office.

              3.To introduce the slate of candidates at the November General Membership meeting.The report of the Nomination Committee will be printed in the November edition of the___________________________ to be distributed a week prior to the November General Membership meeting.

c.Nominations may also be accepted from the floor at the November General Membership meeting provided that the nominee has expressed a willingness to serve if elected; otherwise the floor nomination must be considered invalid.

Section  4.   Balloting Procedure

a.If, upon closing nominations for SCARS officers, there are an exact number of candidates to fill each office, a motion to elect said candidates by acclimation may be accepted from the floor. If the motion is seconded, and is voted affirmatively by the Voting Membership present, the SCARS officers will be considered to be unanimously elected.

 b.If there are two or more nominees for any one office, the office may be decided by an open (an affirmative show of hands) or by a written ballot. A simple majority of the Voting Membership present shall elect all unopposed officers at the November General membership meeting. A separate vote between competing candidates may also be performed individually when an open ballot is taken, otherwise;

 c.Any SCARS member may request that balloting be conducted using a written ballot. A motion must be made, and seconded by two (2) Full members, at the General Membership meeting in November. If a written ballot motion has been duly made and seconded, the nomination committee will prepare paper ballots containing the names of the candidates for the same office. Written ballots, if required, will be distributed to all Voting Members present at the December meeting. Upon completion, ballots will be folded and placed in a sealed container. The ballots will be counted by the SCARS Secretary accompanied by two volunteer observers from the Club members present. After the votes have been counted and verified to the mutual satisfaction of the Secretary and the observers, a winner will be announced. The candidate receiving the second most votes will be declared the alternate to winning office who will take office should the winning candidate be unable to complete their respective term.

 d.In the event two candidates for an office receive an equal number of votes, the winner will be declared by a coin toss.

 

Section  5.  Recall of Officers

An officer of SCARS may be “recalled” by the affirmative vote of two-thirds of the Voting Membership present at any General Membership meeting, provided that at the preceding meeting, a motion was also made, seconded, and adopted to bring the question of “recall” for the officer to the next subsequent meeting.

Section  6.  Office Vacancies

a.A vacancy in any office shall be filled by an alternate, an interim appointment by the Board of Directors, or by an election held in the manner provided for in Sections 2 & 4 of Article V, at the next General Membership meeting following the occurrence of such vacancy, three Past SCARS Officers may also serve as an interim SCARS Board of Directors in the event of unexpected loss of the elected Board.

 b.A vacancy shall be deemed to exist in the event of any of the following event:

  1. Failure to carry out the assigned duties of the office; or
  2. Abandonment of the officer’s relationship with SCARS; or
  3. The recall of any officer.

 

ARTICLE VI—Duties of the Officers

Section  1.   Responsibility and Accountability

All officers of SCARS shall be responsible and fiscally accountable to the Membership for their acts and Club property while serving in office. At the conclusion of each officer’s term, all Club property, documents, keys, etc. shall be promptly conveyed to their successor.

Section  2.   Duties of the President

The PRESIDENT shall preside at all Board of Directors and Membership meetings. The President may call special meetings of the Club as provided in this Constitution; and except as otherwise provided, may appoint members to, and fill vacancies in all committees. The President, with the Board of Directors, is responsible for the general management of the Club’s business affairs and activities. The President may appoint a sergeant-at-arms, if need be, to facilitate order in the conducting of Club business.

Section 3.   Duties of the Vice President

The VICE PRESIDENT shall preform all the functions of the President in his absence. The Vice President shall also be responsible for the programs at General Membership meetings and preform such duties as shall be required from time to time by the President and/or Board of Directors. The Vice President, may at his/her discretion, appoint a Programs Committee.

 

Section  4.   Duties of the Executive Director

The EXECUTIVE DIRECTOR shall be responsible for the dissemination of Club news and information; for administration of the ___________________________WEB SITE _______________________ and for providing appropriate information about SCARS activities and events to the membership, general public, related clubs and organizations such as the ARRL, and to the media. The Executive Director shall also perform such duties as shall be directed from time to time by the President and/or Board of Directors. The Executive Director may routinely chair sustaining and/or special function committees as established and shall preside at meeting in the absence of the President or Vice President.

Section 5.   Duties of the Treasurer

The TREASURER shall be responsible for the finances and money handling for the Club and shall report on the Club’s financial condition at every General Membership meeting. The Treasurer shall file all necessary legal and tax forms as required by IRS and corporation law and perform such duties as shall be required by the President and/or Board of Directors. The Treasurer shall provide a closing year-end statement and a forecast for the coming year for all routine operational costs for the year-end Board of Directors meeting.

Section 6.   Duties of the Secretary

The SECRETARY shall record and keep the minutes of all the meetings and proceeding of the Club and the Board of Directors, and shall prepare and send, or cause to be prepared and sent, all notices of special meetings of the Club. The Secretary shall maintain the official Club roster. The Secretary shall also maintain all changes to the Constitution and By-Laws and other Club documents and vital records, as well as providing a copy of (or an electronic link to) the Constitution and By-Laws for each new Club member. The Secretary shall perform such additional duties as shall be required by the President and/or Board of Directors. The Secretary shall preside at meeting at the direction of the President.

Section 7.   Additional Duties of Officers — Transition

During the concluding months of each fiscal year, the incumbent Club Officers have a duty to promote the smooth transition of Club assets, accounts, documentation, and files to their respective Club Officers elect. Immediately following the elections, new Club Officers will meet in order to review the previous administration’s accomplishments, and plan the upcoming year’s goals, objectives and overall activities of the new administration. The Treasurer elect, with input from the incumbent Board of Directors, is responsible for preparing an annual operating budget for the upcoming administration’s term, based upon all available data and anticipated expenses, to support the activities and obligations of the Club. The incoming Treasurer will determine and recommend the amount of the dues that will be required to maintain a balanced budget for the forthcoming year.

ARTICLE VII—Board of Directors

Section 1.  Composition of the Board of Directors

There shall be a Board of Directors, which will consist of the current elected SCARS officers, the immediate past SCARS President, and the Club Amateur Station License Trustee. The total number of Board members is seven (7).

Section  2.   Responsibilities of Directors

The Board of Directors has the responsibility for the direction and guidance of the Club, including, but not limited to, the following:

a. Ensuring that the Club’s Constitution, Rules and By-Laws are followed; and

 b.Overseeing how the Club’s funds are maintained and disbursed. The Board of Directors is authorized to approve disbursements from the general fund, for ordinary expenses up to $100.00 per transaction.

 

Section  3.   Board Meetings

Meetings of the Board of Directors shall be held at least once per quarter, or at the call of the President, or upon the request of any three members of the Board of Directors.

Section  4.  Board of Directors Quorum

A majority of Board of Directors who must be present at a meeting (4) shall be necessary for the transaction of business. The Board of Directors will regularly report its actions to the SCARS General Membership.

ARTICLE VIII—Banking and Accounting

Section  1.  Deposit of Funds

All Club funds and monies shall be deposited in a federally insured depository within three business days of receipt by the Treasurer or such other person or persons as may, from time to time, be designated by the Board of Directors.

Section  2.  Withdrawal of Funds and Check Signatures

a.Funds and monies of this Club shall be withdrawn from deposit only upon a Check signed by two Officers: President, Treasurer.

b.To pay all the bills that are recurring for the Club will be signed by two officers: President, Treasurer.

Section  3.   Conditions of Disbursement

No disbursement of this Club’s funds or monies in excess of $50.00 shall be made except on a motion at a General Membership meeting of the Club and voted upon by a majority of members present.

Section 4.   Surplus Funds

Surplus funds and monies of this Club shall either be:

a.Placed in interest-bearing accounts in federally insured depositories, or

 b.Invested in interest-bearing obligations back by the US government. Any conversion or liquidation of such investment, must first be authorized by a majority of Club members present at a regularly scheduled or special membership meeting.

 

Section 5.  Safety Deposit Box Rules

If the Club should decide that it requires a bank safety deposit box, joint access is required by any two of the following officers: President, Vice President, or Treasurer.

Section 6.   Financial Status Reports

The Treasurer shall prepare monthly, quarterly and yearly statements of account from the Club’s accounting records. (see Article VI Section 5)

ARTICLE IX—Dues

Section 1.  Membership Dues and Proration of Dues

a.Annual Membership dues are due and payable to the Club Treasurer at the beginning of the fiscal year.

 b.Full members, Youth members and Associate members shall pay annual dues as established in the By-Laws.

 c.Additional family members may be added to the Full or Associate membership. As established in the By-Laws.

 d.In the event that the first member of a household is a SCARS Charter or Life member, and an additional member of that household wishes to begin or continue Club Membership, the Club Family Membership rules for dues apply.

 e.New members’ dues shall be prorated monthly.

 

Section 2.   Delinquency in Dues

The Treasurer shall personally contact each Club member who is in arrears after a period of 30 days advising them that they not renewed their membership in accordance with the By-Laws, and will be deleted from the Club roster. Members who are in arrears longer than 60 days shall be denied further membership services, facilities, and deleted from the SCARS membership roster. Reinstatement of members in arrears may be made only with the full payment of the dues amount required for the entire year, as originally owed, in order to continue membership in the Club.

ARTICLE X–  Policies of this Club

Section 1.   Labor Questions or Disputes

SCARS shall not enter into labor questions nor disputes of any nature or kind, except those which shall relate solely to this Club and to its employees, if any.

Section 2. Affiliation with Others

This Club shall not, at any time affiliate in any manner with any other body or organization for purposes other than for the public service and the lawful utilization, or benefit of Amateur Radio.

Section 3.  Non-Discrimination Policy

SCARS shall not discriminate against any person on the basis of race; religion; national origin; sex; marital status; age; familial status; handicap; or ancestry in the administration of its membership, educational programs, admission, operating policies, or activities associated with the Club.

Section 4.  Non—Solicitation Policy

It is the policy of SCARS that no SCARS members for the sale of goods or services; or represent ones’ self as being directed by SCARS to solicit, sell or purchase any item or series on behalf of the SCARS without prior written authorization by the Board of Directors. This policy does not apply to paid advertisements in Club publications.

 

 

Section 5.  Alcohol and Drug Free policy

SCARS requires an alcohol and drug free environment during all sanctioned Club activities and events.

Section 6.  Use of Club Station License

The Club Station License shall be assigned to all Amateur Radio Repeaters operated by the Club. Additional uses of the Station Licenses shall be set forth in the By-Laws.

ARTICLE XI—Repeal of Constitution; By-Laws Amendments

Section 1.  Repeal of Constitution

The SCARS Constitution may be repeal at a General Membership meeting, or special meeting of the Club by the affirmative vote of two-thirds of the membership of the Club present at the meeting.

Section 2.   Requirement for By-Laws Amendments

The By-Laws of SCARS may be amended or repealed, and new By-Laws adopted only at a General Membership meeting or a special meeting of the Club by the affirmative vote of two-thirds of membership present at the meeting.

ARTICLE XII—Dissolution of the Society

If SCARS members decide to wind up the affairs of, and dissolve the organization, the following procedure will govern distribution of SCARS assets.

a.Assets shall be distributed to an organization that has established a tax exempt status under section 501 (c) (3) of the Internal Revenue Code.

ARTICLE XIII—Miscellaneous

Section 1.   Grievances of Members; Termination of Membership

a.All grievances of members of SCARS shall be in writing and signed by the member, or members aggrieved, and presented to the Board of Directors. If the Matter cannot be resolved by the Board of Directors, the Board shall present the issues to the membership at its next membership meeting for resolution. Any decision by SCARS members at large shall be final.

b.The Board of Directors of SCARS may terminate the membership of any active member of this Club who knowingly violates this Constitution and By-Laws. This procedure will be implemented as follows:

        1.The member shall first receive a written warning notice from the Board of Directors concerning   the violation.

        2.Should the member ignore the first notice and continue to violate the Constitution and By-Laws, a “Cease and Desist” notice shall be sent by the Board of Directors outlining the violation(s) and restating the Club policy.

         3.If the member persist in the violation(s) of the SCARS Constitution and By-Laws membership in this Club will be immediately terminated by the Board of Directors. The Member’s prepaid dues shall also be forfeit.

          4.The formal termination notice shall be in writing, signed by the President and three (3) members of the Board of Directors. The letter shall be hand delivered or sent registered, USPS, return receipt requested.

           5.The Board of Directors shall notify the SCARS membership of the termination for cause at the next General Membership meeting.

           6. All records for such action shall be maintained in confidence by the Secretary and appended to the Board action rendering the decision resulting in the member’s termination. Reinstatement and restitution may be made upon the petition of the individual whose membership has been terminated. Approval to reinstate requires a majority vote of the Board of Directors.

 

Section 2.   Club Documents Available for Inspection

All books, minutes and general records (except vital records containing account numbers, passwords, and usernames, or personal and confidential information relating to a specific member of the Club) shall be reasonably available for inspection by any Full member of the Club. A written request must state the specific record sought, the reason for such inspection, and be provided no sooner than 72 hours prior to arrangement bring made for the physical inspection at the mutual convenience of the member and the Club Secretary. If copies are required, a signed list shall be prepared identifying the documents for which copies are desired and presented to the Secretary for processing. A nominal fee can be charged as designated by the Secretary for each copy made.

Section 3.   No indebtedness without Prior Approval

No Officer, Committee Chairperson, or Club member shall incur any indebtedness to the Club without securing the prior approval of the Board of Directors or the Club membership as a whole, at any General Membership meeting, or at a special meeting of the Club, or Board of Directors.

ARTICLE XIV—Meetings

Section 1.  General Membership Meetings

Normally, there shall be one General Membership meeting held each month.

Section 2.  Special Meetings

a.A special meeting may be called at the request of the President or by the written request of any three SCARS members.

 b.Special Meetings may not be held without first issuing a minimum of seven days advance notice to all SCARS members stating the purpose for which the special meeting is being called. Notice is deemed appropriate when using any one of the following methods: a global e-mail to all member e-mail addresses on record, a repetitive voice announcement on the SCARS repeater voice messaging system, a telephone call to each member, or an USPS post card mailed to all member addresses of record.

 

Section 3.   Board of Directors Meetings

The President shall hold a minimum of one Board of Directors meeting per quarter.

 

ARTICLE  XV–  Trustee of SCARS Club Station License

Section 1.  Office, eligibility, term of office

a.The office of the Trustee of the Club Station License shall be appointed by the Club President.

b. In order to be eligible to hold this office, the candidate must hold an Amateur Extra Class license, and be Charter, Life, or Full member in good standing.

c. The term of office shall start with his/her appointment and shall end with the expiration date of the SCARS Station license.

d.The Trustee shall be a member of the SCARS Board of Directors, and shall be subject to rule and regulations governing officers of the Club.

e.If the office of the Trustee becomes vacant for any reason during the term of a Club Station license issued to the Club, the SCARS President shall immediately appoint a new Trustee who meets the eligibility requirements in Section 1.b above. Additionally, the SCARS President shall immediately notify the FCC of the change via the appropriate FCC form.

 

Section 2.   Duties and Responsibilities

The duties and responsibilities of the SCARS Station License Trustee are follows:

a.To confer and negotiate with the Federal Communications Commission on any and all matters pertaining to the issuance and maintenance of an Amateur Radio station license issued to the Club.

b.To be responsible for compliance with rules and regulations as prescribed by the Federal Communications Commission regarding the aforementioned license. See also By-Laws, Article VIII, Club Repeaters, “Technical Committee”.

ARTICLE XVI —   Conduct of Business

Section 1.   Governance of Meetings

Robert’s Rules of Order, as revised or abridged, shall govern all General Membership meetings of SCARS, when not inconsistent with the By-Laws.

Section 2.   Order of Business

The Order of Business to be observed in conducting General Membership meetings of the Club shall include the following: (NOTE: The President may elect to re-order these items to accommodate any special program or accommodation.)

                            a.Call to order

                            b.Pledge of Allegiance

                            c.Roll Call & Introductions

                            d.Approval of minutes of the previous meeting

                            e.Reports of Officers

                            f.Unfinished or Old Business

                           g.New Business

                           h.Other

                            i.Adjournment

 

 SHOSHONE COUNTY AMATEUR RADIO SOCIETY – BY-LAWS

 ARTICLE   I – Club Activities, Organization, Use of Club Call Sign

 Section 1.    Club Activities

 The Club may engage in various activities that support Article III of the Constitution. Such activities might include, but are not limited to the following:

 a.Public service events, such as the “Adopt-A-Highway” program, and support of youth organizations such as the Boy Scouts and Girl Scouts of America.

b. Operating events, such as station demonstrations and amateur radio contests.

c. Educational activities, such as amateur radio classes.

d. Social events, such as pot-luck dinners, ice cream socials, or picnics.

e.Activities that generate positive cash flow for the Club, such as hamfests, swap meets, or auctions.

f. Special presentations and programs at Club General Membership meetings.

 

Section 2.   How Club Activities are Organized

The SCARS Vice President, with assistance from other Club officers and members will plan; organize; and distribute a SCARS Events Calendar to the membership, at the beginning of year.

Section 3.   Use of Club Call Sign

The Club call sign will be used to identify all Club repeaters. Additionally, the Club call sign may be utilized at any sanctioned activity or event as described in Article I, Section 1 of these By-Laws. Such usage requires prior approval by the Board of Directors.

ARTICLE II – Financial Matters

Section 1.   Dues – How Set

Dues are established by the Board of Directors, and adjusted annually as deemed appropriate to accommodate the operating budget of the Club.

a.Each Full or associate member shall pay the full annual dues amount.

b.Each Youth member will pay one-half of the full annual dues amount.

c. Family members (either license or not) are defined as person living in the same household as a Charter, Life, Full or Associate member of the Club. Each family member holding a valid FCC license in the Amateur Radio Service is entitled to all of the privileges of a Full member. Annual dues for Family Membership shall be one-half of the full annual dues, regardless of the number of family members.

 

 

Section 2.     Dues—Second Year Incentive      DELETED

Section 3.   Inventory of Club Assets—Club Asset Report

SCARS own personal and intangible property. In order to manage and valuate these assets, the SCARS President shall appoint a committee to conduct an annual inventory. The Club Asset Report with its committee recommendations shall be presented to the Board during, or prior to the end of the year Board Meeting. The Board will review the inventory, determine disposition, and authorize the liquidation of assets no longer required for Club use. A Club Asset Report summary will be presented to the membership at, and appended to the minutes of, the January General Membership meeting.

Section 4.    Insurance Guidelines – Risk Management Review

a.The Board will secure and maintain a Liability Insurance policy, with appropriate coverage based upon an annual risk management review in order to indemnify SCARS.

b.The SCARS President shall yearly appoint a Risk Management Review Committee. The committee shall hold a semi-annual risk management review, relative to the sanctioned use of SCARS facilities, assets and activities.

 

ARTICLE III – Customary Meeting dates

a.General Membership meetings of the Club shall be conducted on the second Wednesday of the month. In the event the meeting date falls on a legal holiday, the meeting date for that month may be changed by the Board of Directors.

 b.Board of Directors meetings will normally be held prior to the first General Membership meeting of each quarter.

 

ARTICLE IV –Club Post Office Box; who holds the keys

a.The Club maintains the following mailing address:

                              Shoshone County Amateur Radio Society

                                              c/o Mitch Killebrew

                                              869 Lower Page Rd.

                                         Smelterville, Idaho 83868

 b.Keys to the Post Office box shall be held by the President and also by the Treasurer if there is any.

ARTICLE V –Club Library

The Club may choose to develop a library (consisting of printed and electronic documents), with content appropriate for, and pertaining to, the furtherance of the art and science of Amateur Radio. If the library is developed, the publications and materials will be maintained at a mutually agreed upon location under the control of an appointed SCARS Librarian.

 

 ARTICLE VI –Waiver of Liability

SCARS expect all members of the Club to accept the waiver of liability statement listed below:

Amateur Radio activities associated with construction, equipment operation, emergency communications, and Club events have inherent risks, including the possibility of injury and loss of life. Membership in the Shoshone Amateur Radio Society, and/or participation, transportation to or from Club activities, or the use of Club facilities, requires that with the issuance of membership card the member acknowledges the following:

  • That the member will abide by Club policies;
  • That the member will follow directions of event coordinators/leaders;
  • That the member will assume full responsibility for assessing and assuming such risk; and,
  • That the member will indemnify and hold harmless, the officers and fellow members of the Shoshone County Amateur Radio Society for any liability, loss, or damage incurred.

ARTICLE VII—Delivery of Club Newsletters

The monthly Club Newsletter, entitled __________________, shall be delivered by electronic means to as many Club members as possible, in order to control cost. Electronic copies of the ________________ may also be sent to interested public service agencies such as the local American Red Cross, County Office of Emergency Management, or other radio amateur clubs. Only by special arrangement, may copies of the __________________ be printed and mailed via the USPS to Club members who are unable to access e-mail or Internet services. The Board of Directors may choose to print a limited number of copies of the _________________ for other promotional purposes as well.

ARTICLE VIII –Club Repeaters

Equipment—The Club owns and operates one repeater as frequency 147.180 MHz, (FM voice).

Equipment Details and Status—Additional information about Club Repeaters is available on the Club web site: www.scarsidaho.org

frequency Coordination—SCARS operates “coordinated repeaters”, on frequencies assigned by the Inland Amateur Coordination Council (IACC).

Technical Committee—A standing Technical Committee provides planning and maintenance for the SCARS repeater facilities. This Committee consists of three or more members, appointed by the Board of Directors, on the basis of their interest and technical competence. The Technical Committee Chairman plans, coordinates, and implements all technical activities related to the Club’s repeater facilities. The SCARS License Trustee is the liaison for the Committee before the Board of Directors and serves as a voting and de facto advisor to Committee.

ARTICLE IX –Club Internet site

The Club maintains an Internet website at www.scarsidaho.org.

ARTICLE X –Display of Constitution and By-Laws

The Shoshone County Amateur Radio Society Constitution and By-Laws shall be displayed on the Club website, www.scarsidaho.org

  ARTICLE XI—Definition of Terms

The definitions below are provided to clarify terminology used in this Constitution and By-Laws.

General Membership—all SCARS Club members, without regard to their membership class.

Voting Membership–all SCARS Club members who are authorized to vote. This includes all Charter, Life, Full, and Youth members, as well as Family members who are eligible to vote.

Operation Funds–the funds used for ordinary Club operating expenses, typically held in a bank checking account.

Surplus Funds—funds in surplus of the Operating Funds. These funds are typically held in an interest bearing bank account or certificate of deposit.

Miscellaneous Funds—Includes “petty cash” held by the Treasurer and any cash that is used for General Membership meeting promotions or drawings.

ARTICLE XII—certification / Approval of Constitution and By-Laws

We the undersigned Club officers certify that these Constitution and By-Laws of the Shoshone County Amateur Radio Society, Inc. were presented to the Membership and were ratified, on _________________ and are effective immediately.

 

President   Mitch Killebrew KB7BYR__________________________________

 

Vice President   Russell Allred KG7TMQ______________________________

 

Secretary  _Tom Thornton  W0TOY__________________________________

 

Treasurer   Rick Smith N0VOS________________________________________

 

Trustee    Thomas Dunn   N7SZY______________________________________